Managing users

Manage users lists everyone in your organisation and what each person can reach. Organisation admins use it to invite colleagues, change their access and remove people who have left. Roles are built on the Roles tab, as described in Roles and page access.

The table shows each person's name, role and type, page access, data access, sensitive data, workspaces, action level, status and when they were last active. It shows 50 people a page, so use Previous and Next to move on. Press a row to open that person.

Find a person#

1. 1
   Open Manage users from the side menu. On a phone, it is in the account menu.
2. 2
   Type in the Search users box. It searches name, email and role.
3. 3
   If nothing matches, the table says No users match and repeats what you typed.

app.thehapr.com/admin/users

1. 1Add a person to your organisation.
2. 2Search by name, email or role.

Add a user#

1. 1
   Press Add new user.
2. 2
   Enter their Name and Email.
3. 3
   Choose their User type. See the types below.
4. 4
   Choose an Access role. The role decides the pages, data and actions they get. For an Admin, no role is needed, because admins have full access.
5. 5
   If the role limits people by department, cost centre, entity or role, a Data access box appears. For each one, search and add the values this person is limited to, or switch to List and type them with commas between. Leave a box empty and it does not narrow them.
6. 6
   If the role limits people to assigned workspaces, a Workspace access box appears. Choose the workspaces under Assign workspaces. Leave it empty and the person sees none until you assign some.
7. 7
   Press Add user.

app.thehapr.com/admin/users

1. 1Choose the access role. Roles are set up on the User roles screen.

HAPR emails them an invitation. Their status shows Invited until they first sign in, then changes to Active by itself. Check the address before you save, because the invitation goes to it. For how they then sign in, see Signing in and creating an account.

If something goes wrong, the form stays open with what you typed still in it. Press Cancel to close it without adding anyone.

User types#

• User. Ordinary access, decided by their role.
• Read-only. Ordinary access, for people who should only look.
• Admin. Full access within your organisation, including Manage users. Choose this carefully. To change what someone can see, change their role instead.

Only HAPR can create a Super admin. You see that type on existing rows, but you cannot choose it.

Give a person extra access#

Press a person's row, or the pencil icon, to open their panel. Below their details it has these sections.

• Access role. Choose or change their role. A summary under it spells out what the role grants, including pages, action level, export, sensitive data and workspaces.
• Data access. The departments, cost centres, entities or roles this person is limited to, when their role filters by them.
• Workspace access. Under Scope, choose Only the workspaces listed below, Selected workspaces or Every workspace in the client. For the first two, choose the workspaces from the list.
• Direct page access. Tick extra pages for this person only. Pages marked from role are already granted and cannot be unticked here. To remove one, change the role.
• Sensitive data. Tick extra classes, which are Personal details, Passport, Visa, Documents and Financial / spend. A tick can add access but never take away what the role allows.

Press Save changes when you finish. What you tick for one person stays with them if their role changes.

Set temporary access#

1. 1
   Open the person's panel.
2. 2
   Under Access window, choose a date for Starts, Expires or both. Leave a date empty for no limit.
3. 3
   Press Save changes.

Before the start date, or after the end of the expiry day, the person cannot sign in. The table shows Not started yet or Access ended beside their status. The start date cannot be after the expiry date.

Resend an invitation#

1. 1
   Find the person. Their status must be Invited.
2. 2
   Press the envelope icon on their row, or Resend invite in their panel.
3. 3
   Press Resend invite to confirm.

They get a fresh sign-in link, and a message confirms that the invite was sent again.

Disable or reactivate a person#

1. 1
   Open the person's panel.
2. 2
   Under Details, change Status to Active, Invited or Disabled.
3. 3
   Press Save changes.

Disabling someone stops them signing in and keeps their record. Moving someone from Disabled back to Active or Invited takes a seat again. You cannot change your own type or status.

Delete a user#

1. 1
   Press the bin icon on their row.
2. 2
   Check the name shown, then press Delete user.

This removes them from the user directory and revokes their access. It cannot be undone. You would have to add them again from scratch. You cannot delete your own account.

Good to know#

• Each person who is Invited or Active takes a seat on your plan. A seat beyond your plan can use HAPR credits, and the Add new user dialog says so before you save. See Quotas and credits and Billing, plans and credits.
• Each email address can be on one record only. If a colleague changes address, edit their existing record.
• Some rows are locked and show a lock icon. These are HAPR staff accounts, and Super admins when you are an Admin. Their panel opens as View only.
• You can change your own name and email, but not your own type, status or access window.
• You see only people in your own organisation.
• Set up user role takes you to the roles screen with a new role ready to fill in.

If something looks wrong#

• A user with that email already exists. The address is already on a record. Find that person and change the record instead.
• Another user already has that email. You changed an address to one already in use.
• That address is reserved for HAPR staff. Use the person's own work address.
• Name and email are required. Fill in both boxes.
• Enter a valid email. Check the address for typing mistakes.
• No roles defined for this client yet shows in the Access role box when no role exists. Press Set up user role, build one, then come back.
• Someone else just used the last seat on your plan. Please check your seats and try again. Another add took the last seat. Check your plan, then try again.
• The seat could not be checked just now. Please try again. Nothing was saved. Try again.
• User created, but the invite email could not be sent. Use Resend invite to try again. The person is on the list. Resend the invitation.
• Could not check that just now. Please try again. Nothing was saved. Try again.
• Could not create the user. Please try again. Nothing was added. Try again.
• Could not save the changes. Please try again. The edit was not saved. Try again.
• This user was changed at the same time. Please reload and try again. Someone else edited the same person. Reload the page and repeat your change.
• The access start must be on or before the expiry. Fix the two dates under Access window.
• Only people who have not signed in yet can be sent a new invite. The person already signed in, so there is nothing to resend.
• This person's access is not active, so an invite would not let them in. They are disabled or outside their access window. Fix that first.
• Too many emails have gone to that address just now. Please wait a few minutes and try again. Wait, then resend.
• The invite email could not be sent. Please try again. The email did not go. Try again.
• You cannot delete your own account. Ask another admin.
• Could not delete the user. Please try again. The person is still on the list.
• That user no longer exists. Someone has already removed them. Reload the page.
• That user is not in your organisation. You can only manage people in your own organisation.
• HAPR staff accounts are managed by HAPR. You cannot change this row.
• Only a super admin or HAPR can change a super admin. Ask a Super admin.
• Could not load the users. Please reload. Reload the page.